Don't Get Lost in Translation: How to Plan an International Meeting

Planning an international meeting? You're in luck - there's actually an organization for people like you. It's called Meeting Planners International, and it offers education, training, awards and recognition, certification programs, and various other resources for the professional international meeting planner.

But, what if you're not someone who regularly plans meetings around the world? What if this is a one-time gig? Then, you probably need some immediate advice about how to handle your assignment. Here are five areas to consider when organizing an international meeting.

1. Understand what you're getting into.

First, research the country you're considering for your meeting site. You can do this by checking out the U.S. Department of State website, which provides specific country information, travel alerts and warnings, and country background notes. There's also a section on "tips for traveling abroad."For additional information, you can also visit the convention and visitor's bureau for the country of choice. Tip: Simply Google "convention and visitor's bureau" and the name of the country or city, and you will receive lots of helpful information.

2. Reach out to knowledgeable resources.

The best way to plan an international meeting is to ask someone who has done it before. And, depending on what you need to know, that could be a list of people.

• Travel agents can provide information about places to stay and things to see, as well as travel patterns and current trends. Before you make any plans, make sure that the destination has the necessary travel infrastructure, along with reasonable pricing and a convenient schedule.
• A destination-management company is a service organization that has the local knowledge, expertise and resources, and specializes in the design and implementation of events, activities, tours, transportation and logistics. These organizations can provide local transportation and hotel introductions and arrange for services including translation, airport meet-and-greet, and restaurant reservations.
• The convention and visitor's bureau, or national tourist organization, can provide contacts and destination information, as well as arrange site visits and find local speakers and resources.
• Before you settle on a specific venue, plan a site visit. Investigate the hotel, the venue for the meeting or event, accessibility to transportation, popular local restaurants, and recreational tours that are available.

3. Cater to attendees.

Attendees come first, so you must ensure that their needs are met; this includes everything from travel safety to comfort. Make sure you're up-to-date on current events and travel requirements, and communicate this information - passport and visa requirements, baggage restrictions, travel tips - regularly. In addition, you may also want to inform attendees on the following subjects:

• Proper day and evening attire
• Public transportation (i.e., types, hours, rates)
• Special needs (i.e., disabilities, dietary)
• Health and safety precautions and vaccinations
• Monetary conversion
• Points of interest
• Local customs (i.e., holidays, banking hours, taxes, laws, driving regulations)
• Immigration and customs inspections

4. Deal with differences.

Because customs differ greatly from country to country, it's impossible to outline what's considered universally acceptable or unacceptable. However, one rule of thumb is to be friendly, courteous and dignified. So, encourage travelers to avoid drunkenness, physical contact, humor, and asking natives personal questions.

Also, because currency fluctuates, make sure to communicate that prices may be adjusted accordingly. Some experts suggest that because of these fluctuations, you should collect meeting revenues in the currency of the host country since you'll be paying for the expenses in that same currency.

5. Consider the legal aspects.

When planning an international event, it's important to familiarize yourself with laws that could potentially affect the event. One option is to consult a local attorney. This professional will understand complicated terms and anticipate issues with a contract or situation.

In addition, make sure your attendees are aware of their legal obligations and rights when traveling to a foreign country. Hint: The U.S. Bureau of Consular Affairs provides tips on safe travel. And, you may want to notify the U.S. Embassy in the host country at least two weeks before your event.

Planning an international meeting can certainly be a challenging task. However, if you do your homework and ask the right people for assistance, you'll pull it off like a pro.